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Job Title: Executive Assistant (Hybrid)   Date Posted: 04/23/24 Ref. Number: 803 Type: Full Time Part Time Location: Ajax Requirements: Qualifications Bachelor's degree in Business Administration, Finance, or a related field; Master's degree is preferred. 2-3 years of experience in executive support roles, preferably in startup or a fast-paced and dynamic environment with evolving needs and priorities is preferred. Strong organizational and time management skills, with the ability to prioritize tasks and manage competing priorities effectively is preferred. Proficiency in finance management and invoicing processes, with exceptional attention to detail and accuracy is desirable is an asset. Excellent communication and interpersonal skills, with the ability to interact professionally with senior executives and external contacts is preferred. Proactive mindset and ability to anticipate needs, work independently, and problem-solve with minimal supervision is preferred. Advanced proficiency in standard office software including Microsoft Office, Google Workspace and project management tools such as Monday.com, as well as experience with calendar management tools, invoicing software, and financial management systems is preferred. Demonstrated ability to manage projects from inception to completion, including coordinating resources, setting timelines, and tracking progress against milestones is preferred. Strong analytical and critical thinking skills, with the ability to identify issues, propose solutions, and implement effective resolutions in a fast-paced environment is an asset. Experience handling sensitive and confidential information with discretion and integrity, maintaining confidentiality in all interactions and communications is desirable. Exceptional interpersonal skills, with the ability to build rapport and communicate effectively with individuals at all levels, both internally and externally is an asset. Ability to adapt to ambiguity and changing priorities, and handle unexpected challenges with grace and professionalism, demonstrating resilience and flexibility in the face of ambiguity is desirable. Strong attention to detail and accuracy in all tasks, with the ability to produce high-quality work under tight deadlines and competing demands is an asset. Demonstrated leadership potential, with the ability to take initiative, lead by example, and support the development and growth of junior staff members is desirable. Commitment to continuous learning and professional development, staying abreast of industry trends, best practices, and emerging technologies relevant to the role is desirable. How to Apply: Please apply with your resume and cover letter outlining your recent achievements, relevant experience and why you are interested in joining the organization. A car or a reliable transportation to commute is required. If you need accommodation, please mention this with your application. Description: EXECUTIVE ASSISTANT - To the Office of the Deputy Chairman Note: This is a full-time hybrid position based in the Greater Toronto Area, Canada. JOB DESCRIPTION The employer is a fast-growing group of companies with business interests in skills training and workforce development, media and communications, and global market facilitation. What we are looking for We are seeking a flexible, highly capable, organized, proactive Executive Assistant to support the Office of the Deputy Chairman. The office functions as the central hub for a wide range of responsibilities, including executive support, communications, community investment, operations, and strategic planning. This role, which reports to the Chief of Staff, is pivotal in ensuring seamless operations and providing effective support for senior executives. The ideal candidate has strong organizational and finance management skills, along with the ability to work autonomously and support multiple senior leaders with minimal direction. Roles and responsibilities Scheduling and Calendar Management: Coordinate complex schedules and meetings for the Deputy Chairman and other senior executives, optimizing efficiency, understanding priorities and managing conflicting demands. Invoicing and Finance Management: Oversee invoicing processes, ensuring accuracy and timeliness in billing and payments. Manage expenses, budgets, and financial records and reporting for the Deputy Chairman's office, providing regular reports and updates to the Chief of Staff and the finance team. Executive Support: Provide high-level administrative support to the Deputy Chairman and other senior executives, including drafting and managing correspondence, preparing presentations, managing travel and handling confidential information with discretion. Project Coordination: Lead and/or support various projects and initiatives within the Deputy Chairman's office, ensuring timely execution and alignment with strategic objectives. Community Investment Support: Provide administrative support and event management expertise to SVP, Partnerships and Stakeholder Engagement on 369 Global’s community investment file Stakeholder Management: Build and maintain relationships with internal and external stakeholders, serving as a key point of contact for inquiries and requests. Administrative Support: Provide general administrative support to the office, including additional duties as required. What we offer A dynamic and collaborative work environment Opportunities for career growth and development Competitive compensation and benefits Opportunity to build and lead the communications function within a dynamic and growing company The chance to contribute to impactful projects Hours per week: 40 Rate of Pay: $49,440–$54,508 a year Contact: Oksana Bachynska Telephone: 905-948-9996 Fax: 905-948-9920 Email: obachynska@jobskills.org